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MURCHISON REGIONAL VERMIN COUNCIL
MINUTES
ORDINARY MEETING OF COUNCIL
12 MARCH 2013
MURCHISON REGIONAL VERMIN COUNCIL
MURCHISON REGIONAL VERMIN COUNCIL Minutes for Ordinary Meeting of Council at Shire of Mount Magnet
Council Chambers, Lot 163 Hepburn St, Mount Magnet, 12 March 2013
TABLE OF CONTENTS
1. DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS ................................... 3
2. RECORD OF ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE ................................ 3
3. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE .......................... 3
4. PUBLIC QUESTION TIME AND ADDRESS BY MEMBERS OF THE PUBLIC.................... 3 4.1 Public Question Time ............................................................................................ 3 4.2 Address by Members of the Public ........................................................................ 3
5. APPLICATIONS FOR LEAVE OF ABSENCE ..................................................................... 3
6. DEPUTATIONS / PRESENTATIONS / SUBMISSIONS ...................................................... 3
7. CONFIRMATION OF COUNCIL MINUTES OF PREVIOUS MEETING ............................... 4 7.1 Minutes of the Ordinary Meeting of Council held on 4 December 2012 ................. 4
8. ANNOUNCEMENTS BY PRESIDING PERSON WITHOUT DISCUSSION ......................... 4
9. PETITIONS ......................................................................................................................... 4
10. DECLARATIONS OF INTEREST ........................................................................................ 4
11. BUSINESS DEFERRED FROM PREVIOUS MEETING ...................................................... 4
12. REPORTS ........................................................................................................................... 5 12.1 Cash Position Statement ....................................................................................... 5 12.2 Accounts for Payment ........................................................................................... 6 12.3 Debtors .................................................................................................................. 8 12.4 Investment Register ............................................................................................... 9 12.5 Fence Maintenance and Repair ........................................................................... 11 12.6 2012/2013 Annual Budget Review/Statement of Financial Activity ...................... 13 12.7 Compliance Audit Return ..................................................................................... 14 12.8 Tender MRVC09 – Removal and Replacement of 41.0 kilometres of the No.2
Vermin (Dog) Fence. ........................................................................................... 15 12.9 Strategic Community Plan ................................................................................... 17 12.10 Draft Long Term Financial Plan and Capital Works Program .............................. 19
13. MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ...................................... 20
14. NOTICE OF MOTIONS FOR THE NEXT MEETING ......................................................... 20
15. CONFIDENTIAL BUSINESS ............................................................................................. 20
16. LATE AGENDA ITEMS ..................................................................................................... 20
17. ELECTED MEMBER MATTERS ....................................................................................... 20
18. NEXT MEETING ............................................................................................................... 20
19. CLOSURE OF MEETING .................................................................................................. 20
MURCHISON REGIONAL VERMIN COUNCIL
Minutes for Ordinary Meeting of Council at Shire of Mount Magnet Council Chambers, Lot 163 Hepburn St, Mount Magnet, 12 March 2013
1. DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS
2. RECORD OF ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE
President Cr Murray McQuie Attendance
Deputy President Cr Harvey Nichols Member Cr Greg Scott Member Cr Jason Homewood Member Cr Carol Hodshon Member Cr Terry Iturbide Member Cr Martin King Chief Executive Officer Mr Geoff Brooks Project Officer Mr Jorgen Jensen
Member Cr Dustin Clinch Apologies
Member Cr Laurence Hodder
3. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE Nil
4. PUBLIC QUESTION TIME AND ADDRESS BY MEMBERS OF THE PUBLIC 4.1 Public Question Time Nil 4.2 Address by Members of the Public Nil
5. APPLICATIONS FOR LEAVE OF ABSENCE Nil
6. DEPUTATIONS / PRESENTATIONS / SUBMISSIONS Nil
7. CONFIRMATION OF COUNCIL MINUTES OF PREVIOUS MEETING
7.1 Minutes of the Ordinary Meeting of Council held on 4 December 2012
OFFICER RECOMMENDATION Moved: Cr Nichols Seconded: Cr Scott That the minutes of the Ordinary Meeting of Council held on 4 December 2012 be confirmed as a true and correct record of proceedings. CARRIED 7/0
8. ANNOUNCEMENTS BY PRESIDING PERSON WITHOUT DISCUSSION Nil
9. PETITIONS Nil
10. DECLARATIONS OF INTEREST The following members disclosed an Impartiality Interest under Local Government (Rules of Conduct) Regulations 2007 - Reg 11: Member ....................... Cr Martin King .................. Membership of an Association (PGA) Member ....................... Cr Carol Hodshon ............ Membership of an Association (PGA) Member ....................... Cr Terry Iturbide ............... Membership of an Association (PGA) Member ....................... Cr Jason Homewood ....... Friendship with one tenderer Member ....................... Cr Greg Scott ................... Friendship with one tenderer
11. BUSINESS DEFERRED FROM PREVIOUS MEETING Nil
12. REPORTS
12.1 Cash Position Statement File: MRVC Officer: Finance Manager Amended By: Nil Disclosure of Interest: Nil Meeting Date: 12 March 2013 Comment The Cash Position Statement is as stated below:
STATEMENT OF CASH POSITION AS AT 28 FEBRUARY 2013 Balance of Cash Position 01 July 2012 $39,375.71 Plus: Receipts – 01 July 2012 to 28 February 2013 $140,627.36 Plus: Receipts – Drawdown Term Deposit $235,780.52 Less: Payments – 01 July 2012 to 28 February 2013 $404,359.42 Less: Bank Fees - 01 July 2012 to 28 February 2013 $59.54 Cash Balance as at 28 February 2013 $11,364.63
Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority
OFFICER RECOMMENDATION Moved: Cr Homewood Seconded: Cr Nichols That the Cash Position Statement as at 28 February 2013 be received. CARRIED 7/0
12.2 Accounts for Payment File: MRVC Officer: Finance Manager Amended By: Nil Disclosure of Interest: Nil Meeting Date: 12 March 2013 Comment The accounts for payment list for 01 December 2012 to 28 February 2013 is attached for notation. Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority
OFFICER RECOMMENDATION Moved: Cr Hodshon Seconded: Cr Iturbide That payments of accounts for 01 December 2012 to 28 February 2013 be noted. CARRIED 7/0
MURCHISION REGIONAL VERMIN COUNCIL ACCOUNTS PAID
1 December 2012 to 28 February 2013
Date Paid Invoice No Name Particulars Amount $ 01/12/2012 Direct CBA Account Service Fee 5.00 01/12/2012 Direct CBA Account Service Fee 0.80 12/12/2012 4402 Pivotel Satellite Phone Acct to
14/12/12 70.00
12/12/2012 4402 Southern Wire Freight 29/10/12 148.20 12/12/2012 4402 Dept Agriculture & Food Maps – Meekatharra RBL 129.10 12/12/2012 L Hodder Member Fees 01/07/12-
31/12/12 140.00
12/12/2012 C Hodshon Member Fees 01/07/12-31/12/12
140.00
12/12/2012 D Clinch Member Fees 01/07/12-31/12/12
280.00
12/12/2012 H Nichols Member Fees 01/07/12-31/12/12
280.00
12/12/2012 M McQuie Member Fees 01/07/12-31/12/12 & Half Year Presidents Allowance
530.00
12/12/2012 M King Member Fees 01/07/12-31/12/12
140.00
12/12/2012 J Homewood Member Fees 01/07/12-31/12/12
280.00
12/12/2012 G Scott Member Fees 01/07/12-31/12/12
280.00
12/12/2012 T Iturbide Member Fees 01/07/12-31/12/12
140.00
21/12/2012 373 Murchison Aviation MRVC/07 Final Pay +Extra Works
40509.70
01/01/2013 Direct CBA Account Service Fee 5.00 01/01/2013 Direct CBA Account Service Fee 0.20 04/01/2013 45A A&A Seivwright Fence
Inspection/Maintenance 3000.00
09/01/2013 45B A&A Seivwright Fence Inspection/Maintenance
1290.00
11/01/2013 016 Jorgen Jensen Project Supervisor 5071.00 01/02/2013 Direct CBA Account Service Fee 5.00 01/02/2013 Direct CBA Account Service Fee 0.40 15/02/2013 4484 Pivotel Satellite Phone Acct to
14/01/13 70.00
15/02/2013 4485 Pivotel Satellite Phone Acct to 14/02/13
102.62
15/02/2013 4454 Southern Wire Freight Account 07/09/12 1,186.79 15/02/2013 4453 Southern Wire Freight Account 14/12/12 16.98 15/02/2013 4452 WA Local Govt Association Advertising – Meeting
Dates 2013 131.74
15/02/2013 4461 Shire of Mount Magnet Plant Hire –Load Fencing Materials 26/09
316.00
15/02/2013 4460 Shire of Mount Magnet Plant Hire –Load Blue Metal 24/09
504.00
15/02/2013 4462 Shire of Mount Magnet Secretariat Fees 2012/2013
6600.00
15/02/2013 167 Swagman Roadhouse Catering – Lunch December 2012
286.00
TOTAL PAYABLE $ 61,658.53
12.3 Debtors File: MRVC Officer: Finance Manager Amended By: Nil Disclosure of Interest: Nil Meeting Date: 12 March 2013 Comment
Outstanding Debtors - As at 28 February 2013 Outstanding Current Fence Rental $1,579.33 Outstanding Previous Years Fence Rental $4,636.15 Recovery Expenses $ 249.29
Total Amount Outstanding $ 6,464.77 Details of outstanding debtors are available to Councillors as a separate document. Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority
OFFICER RECOMMENDATION Moved: Cr Scott Seconded: Cr Homewood That the outstanding Debtors Report be received. CARRIED 7/0
12.4 Investment Register File: MRVC Officer: Finance Manager Amended By: Nil Disclosure of Interest: Nil Meeting Date: 12 March 2013 Comment
Commonwealth Bank Term Deposit 36558508 Funds Invested 01 July 2012 $721,144.06 Interest Earnt $17,193.63 Transfer from Investment $235,780.52 Balance as at 28 February 2013 $ 502,557.17
Consultation Geoff Brooks - Chief Executive Officer Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority
OFFICER RECOMMENDATION Moved: Cr Homewood Seconded: Cr King That the Investment Register be received. CARRIED 7/0
MURCHISION REGIONAL VERMIN COUNCIL
INVESTMENT REGISTER
Total Investments as at 28 February 2013
Account Institution Account Type
Maturity Date
Interest Rate
Opening Balance
Interest Earnt to 28.02.13
Transfers to Investments
Transfers from Investments
Closing Balance 28.02.13
36558508 CBA On Call 31.07.12 3.450% 721,144.06 5,827.70 -50,000.00 676,971.76
36558508 CBA Term
Deposit 31.08.12 4.380% 676,971.76 2,518.33 679,490.09
36558508 CBA Term
Deposit 02.10.12 4.400% 679,490.09 2,621.16 682,111.25
36558508 CBA Term
Deposit At Call 3.200% 682,111.25 1,798.71 -130,000.00 553,909.96
36558508 CBA Term
Deposit At Call 2.950% 53,909.96 1,870.56 -55,780.52 -
36558508 CBA Term Deposit 03.04.13 4.030% 250,000.00 2,557.17 252,557.17
36558508 CBA Term Deposit 28.03.13 4.220% 250,000.00 250,000.00
TOTALS $ 17,193.63 - $ 235,780.52 $ 502,557.17
12.5 Fence Maintenance and Repair File: MRVC Officer: Geoff Brooks - CEO Amended By: Nil Disclosure of Interest: Nil Meeting Date: 12 March 2013 Application To note repair work carried out on the No. 1 Vermin Fence by Council's fencing contractor A&A Seivwright and note progress on fence reconstruction works. Maintenance and Repair The attached reports detail work carried out over a period of five (5) days starting from Pegs 261 to 311 by the contractor at a rate of $715 per day. Upgrade Works The status of Tenders awarded for fence upgrade works is summarised as follows: TENDER NO. DESCRIPTION STATUS MRVC/01 Clearing and Grading of No.1 Vermin Fence from
the 80 Mile Peg to the Paynes Find/Sandstone Road Intersection
Complete
MRVC/02 Remove and Replace 16 Kilometres of the No.1 Vermin Fence
Complete
MRVC/03 Clearing and Grading of No.1 Vermin Fence, from the Paynes Find/Sandstone Road to the No.2 Spur Line
Complete
MRVC/04 Clearing and Grading the northern section of the No.1 Vermin Fence and the No.2 Spur Line
Complete
MRVC/05 Supply of 140 Kilometres of Fencing Materials Complete MRVC/06 Removal and replacement of 30.2 Kilometres of the
No. 1 Vermin Fence Complete
MRVC/07 Remove and Replace 38-5 kms - Starting at Camel Camp
Complete
MRVC/08 Remove & Replace 40kms - Ending at Cunyu In Progress Consultation Mr Jorgen Jensen – MRVC Project Officer Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil
Voting Requirements Simple Majority
OFFICER RECOMMENDATION Moved: Cr Scott Seconded: Cr Hodshon That Council notes the maintenance and repairs carried out to the No 1 Vermin Fence and the status of the fence upgrade works. CARRIED 7/0 In discussion it was recommended that the contactor is requested to carry additional spare tyres.
12.6 2012/2013 Annual Budget Review/Statement of Financial Activity File: MRVC Officer: Geoff Brooks - CEO Amended by: Nil Disclosure of Interest: Nil Meeting Date: 12 March 2013 Application To review the 2012/2013 Annual Budget and Statement of Financial Activity to 28 February 2013 and confirm that no alterations to the Budget are required. Background The attached Statement of Financial Activity to 28 February 2013 has been prepared by Council’s financial advisor Mr Jim Dillon. Mr Dillon has reviewed the 2012/2013 Annual Budget in the context of the attachment and advises that no alterations are required. Comment As required under Regulation 33A (4) the Annual Budget Review once adopted by Council will be forwarded to the Department of Local Government. Consultation Mr Jim Dillon – Midwest Financial Services Statutory Environment Local Government Financial Management Regulations 1996 – Regulation 33A Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Absolute Majority
OFFICER RECOMMENDATION Moved: Cr Iturbide Seconded: Cr King That Council notes the Statement of Financial Activity to 28 February 2013 and adopts the recommendation from Council’s financial advisor that on review alterations are not required to the 2012/2013 Annual Budget. CARRIED 7/0
12.7 Compliance Audit Return File: MRVC Officer: Geoff Brooks - CEO Amended By: Nil Disclosure of Interest: Nil Date: 12 March 2013 Application To adopt the Compliance Audit Return for the 2012 calendar year. Background The attached Compliance Audit Return has been completed as required under the Local Government (Audit) Regulations. Comment The Annual Compliance Return must be completed each year and lodged with the Department of Local Government prior to the end March of the following year. Consultation Nil Statutory Environment Local Government (Audit) – Regulations 14 and 15 Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority
OFFICER RECOMMENDATION Moved: Cr Nichols Seconded: Cr Homewood That Council adopts the Compliance Audit Return for the 2012 calendar year. CARRIED 7/0
12.8 Tender MRVC09 – Removal and Replacement of 41.0 kilometres of the No.2
Vermin (Dog) Fence. File: MRVC Officer: Geoff Brooks - CEO Amended By: Nil Disclosure of Interest: Nil Meeting/Date: Ordinary Meeting – 12 March 2013 Application To consider tenders for the removal and replacement of 41.0 kilometres of the No 1 Vermin (Dog) Fence. Background On 26 January 2013 tenders were advertised in the Western Australian for removal and replacement of 41.0 kilometres of the No 2 Vermin (Dog) Fence. The following two sections were specified: • Section 1 - Eastern End - 18 kilometres • Section 2 - Western End - 23 kilometres Conditions of tender included supply of fencing materials by the MRVC and a completion date of 31 May 2013 or as negotiated with the Project Officer. At the time of closing on 15 February 2013 the following tenders were received:
TENDERER Price (excluding GST) $ J S B Fencing - Bullsbrook $322,260.00 D B S Fencing - Wangara $295,125.00 H & J Jones & Sons – Mount Magnet $149,700.00
Tender Selection Criteria As indicated in the tender documents the following selection criteria applies: • Best value for money • Compliance Criteria – compliance with conditions of tender, specifications and
delivery date. • Qualitative Criteria – relevant experience (30%), key personnel skills and experience
(15%), tenderers resources (35%), and demonstrated understanding (20%). Assessment of Tenders Opening and assessment of the tenders has been conducted by the Project Officer Jorgen Jensen and CEO Geoff Brooks. As indicated the lowest tender price was submitted by H & J Jones & Sons for an amount of $149,700.00 excluding GST or $3,651.22 per kilometre. Reduced Length On the basis of expenditure to date and after allowing for purchase of fencing materials (20 km) required for this tender, freight, supervision and contingency it is estimated that some $117,000 is available for MRVC09. This equates to a reduced length of 33 km which, as the tender specifically allows for variation in total quantity, has been agreed to by the contractor H & J Jones & Sons. This estimate of 33 kilometres is considered to be conservative and once issues such contingency requirements are known it is expected that construction of additional fencing may be achievable.
Recommended Tender On the basis that H & J Jones & Sons are offering the best value for money and have previously demonstrated the capacity to carry out the work to a high standard, acceptance of their tender is recommended. Consultation Mr Jorgen Jensen, MRVC Project Officer Statutory Environment Local Government (Functions & General) Regulations Part 4 Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority
OFFICER RECOMMENDATION/COUNCIL RESOLUTION Moved: Cr Nichols Seconded: Cr Iturbide That tender MRVC09 is awarded to H & J Jones & Sons at a tender price of $120,490.24 excluding GST which equates to the construction of 33 kilometres of fencing. CARRIED 7/0 In discussion it was suggested that the contractor is engaged to carry out maintenance of the fence in between MRVC-09 Sections 1 and 2. The CEO was requested to approach the Shire of Sandstone to have the No. 1 Vermin Fence grid on the Meekatharra/Sandstone Road repaired and cleaned out.
12.9 Strategic Community Plan File: MRVC Officer: Geoff Brooks – CEO Amended by: Nil Disclosure of Interest: Nil Meeting Date: 12 March 2013 Application To consider and note the Draft ten year Strategic Community Plan. Background Under the Integrated Planning and Reporting Framework it is expected that local governments will meet new Plan for the Future requirements by 30 June 2013. As councillors are aware a major component of Plan for the Future requirements under Section 55.56 of the Local Government Act is the Strategic Community Plan. The attached draft Strategic Community Plan has been prepared for consideration of Council. Current Position It is proposed to advertise the Draft Strategic Community Plan for public comment once the Draft Corporate Business and Four Year Budget are finalised and also ready for advertising. Consultation Nil Statutory Environment Section 5.56 – Local Government Act 1995 Regulations 19BA to 19D Local Government (Administration) Regulations 1996 Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority
OFFICER RECOMMENDATION
Moved: Cr Iturbide Seconded: Cr Nichols That Councillors note the Draft Strategic Community Plan and proposal to seek public comment. CARRIED 7/0 In discussion concerns expressed by the Shire of Yalgoo that precept contributions were set prior to the Department of Environment and Conservation (DEC) taking over pastoral leases were raised. As a result the CEO was requested to determine a reduction in Yalgoo precept contributions on the basis of the area taken over by DEC and include this in the draft Corporate Business Plan. The CEO was requested to invite representatives from DEC to attend a future MRVC Ordinary Meeting to discuss financial contributions to the upkeep of the No.1 & No. 2 Vermin Fences.
12.10 Draft Long Term Financial Plan and Capital Works Program File: MRVC Officer: Geoff Brooks – CEO Amended by: Nil Disclosure of Interest: Nil Meeting Date: 12 March 2013 Application To consider and discuss the Draft MRVC Long Term Financial Plan and Capital Works Program. Background The Department of Local Government Integrated Planning and Reporting guidelines require the preparation of a Long Term Financial Plan. As per Strategic Community Plan the Long Term Financial Plan covers a ten year period. The Long Term Financial Plan is an extension of the Four Year Budget with a reduction in the level of detail shown. Current Position The Draft Long Term Financial Plan and Capital Works Program are attached for the purpose of discussion and input. Consultation Midwest Financial Statutory Environment Section 5.56 – Local Government Act 1995 Regulations 19BA to 19D Local Government (Administration) Regulations 1996 Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority
OFFICER RECOMMENDATION Moved: Cr King Seconded: Cr Iturbide That Council notes the Draft Long Term Financial Plan and Capital Works Program. CARRIED 7/0
13. MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN
Nil
14. NOTICE OF MOTIONS FOR THE NEXT MEETING Nil
15. CONFIDENTIAL BUSINESS Nil
16. LATE AGENDA ITEMS Nil
17. ELECTED MEMBER MATTERS Nil
18. NEXT MEETING 11 June 2013 commencing at 10:00am
19. CLOSURE OF MEETING Meeting closed at 11:47am